Onsite Administrative Assistant

About Rhapsody:

Healthcare is innovating and you can be a part of it Getting data from one provider to another, or from a provider to a health insurance company, is harder than it should be. Our mission is to change this – to accelerate innovation by easing the data access burden. Imagine developing solutions that accelerate digital transformation. This is what we do at Rhapsody. By providing data exchange and data quality solutions that enable information - such as patient visit details, lab results, and billing balances– to move seamlessly from one system to another. Whether building an application or using one, every piece of the health ecosystem needs Rhapsody as a foundation.

Most people will not ever see our products (that's how infrastructure works) and services during a medical visit. Our solutions run behind the scenes, and you can think of them as the central nervous system helping to move data to accelerate innovation and improve outcomes. If using your knowledge to help solve this important problem sounds rewarding, apply today at

Candidates must be available to work onsite at our Boston, MA office on Tuesdays and Thursdays, with one additional remote workday each week.

Position Summary:

We are seeking a highly organized and proactive Administrative Assistant to provide onsite support for our Boston office. This is a full-time role focused on handling general office and facility management, onsite meeting logistics, and vendor relations for our office space. In addition, this role may support our executive team with scheduling and other administrative tasks to ensure smooth day-to-day operations.

Key Responsibilities:

Office Management and Support:

• Maintain an efficient stock of office and pantry supplies, proactively ordering and restocking as necessary to support daily operations and special events.
• Develop and implement office policies and procedures (i.e. reserving conference rooms, requesting access badges) that align with company standards, ensuring consistent adherence across all teams.
• Manage incoming and outgoing mail, courier services, and deliveries.
• Monitor office cleanliness and liaise with building cleaning staff to ensure a tidy environment.
• Serve as backup to the Executive Operations Partner, supporting the CEO, and providing project support to G&A functions, as needed.

Onsite Meeting and Event Coordination:

• Greet visitors, clients, and employees, ensuring a welcoming and professional environment.
• Coordinate and support all aspects of onsite meetings, including room reservations, set-up, catering, technology needs, and receiving visitors and/or vendors as needed to ensure an organized and efficient experience for all participants.
• Provide refreshments and ensure meeting rooms are clean and equipped. Assist with planning and coordinating onsite and virtual meetings, events, and team activities.
• Assist with planning and coordinating company events and team activities.

Facility Management and Vendor Coordination:

• Coordinate with the building to notify security of upcoming visitors and guests and create access badges for the Boston-based office team.
• Serve as the point of contact for any building or maintenance needs, coordinating with vendors and service providers to resolve issues efficiently.
• Act as a central communication point within the Boston office, handling inquiries, assisting employees, and maintaining an organized, welcoming environment.
• Serve as the onsite Emergency Coordinator, staying informed of all routine and non-routine building tests and ensuring the office is prepared for emergencies.

Administrative Support:

• Assist with scheduling and calendar coordination for the executive team, including meetings, travel management, and recurring commitments.
• Handle expense reports, purchase orders, and invoice processing in a timely and accurate manner.
• Provide general administrative support such as correspondence, document preparation, and data entry.
• Maintain confidentiality and handle sensitive information with professionalism and discretion.
• Anticipate the needs of the executive team and proactively offer support to ensure smooth operations.
  

Qualifications:

• Ability to work part-time (up to 25 hours), onsite 2-3 days each week, and as needed.
• Bachelor's degree or equivalent experience in business administration, human resources or a related field.
• Exceptional organizational skills and ability to multitask effectively in a fast-paced environment.
• Strong interpersonal and communication skills, with a high level of professionalism and a friendly, people-oriented demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with video and audio-conferencing tools (i.e. Microsoft Teams, Zoom).
• Ability to prioritize tasks with a calm and proactive approach.
• Experience using Concur for expense reimbursements is preferred.
• Embrace AI-enhanced workflows: Leverage AI tools (e.g., ChatGPT, GitHub Copilot) to increase efficiency, improve decision-making, and continuously explore new ways to augment your work with emerging technologies

Rhapsody provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.